Privacy Policy

Last updated October 14, 2026

Equine Entry helps trainers, riders and show offices prepare Arabian horse show entries. To do that we keep some personal information and documents. This page explains what we keep, why, who can see it, and how long we keep it.

What we collect

• Your account: name, email, password (stored only as a one-way scramble — nobody, including us, can read it), and your role (trainer, rider, guardian or show office).
• Membership details: USEF and AHA member numbers, membership dates, amateur status and SafeSport training date, read from the cards you upload or from USEF's public member directory.
• Documents you upload: USEF and AHA membership cards; for horses, registration papers, USEF horse cards, Coggins and Rhino (EHV) certificates; horse photos.
• Horse records: registration details, pedigree, owners and breeders, microchip and USEF recording status, looked up from the Arabian Horse Association's DataSource and US Equestrian.
• Show entries: the classes chosen and the packets submitted to show offices.
• Activity: sign-ins, changes to records (who changed what, and when), which horse pages are viewed, when documents are opened, and the internet address used. We use this to keep accounts and records safe and to stop misuse.

Why

• To prepare and submit show entries, and to check that riders and horses meet each show's requirements.
• To verify records against their official sources, so entries are right the first time.
• To protect accounts, documents and the horse database from misuse.
• To send account emails (confirming your address, security alerts).

We don't sell your personal information, and we don't use it for advertising.

Who can see your information

• Your trainer sees the records and documents of the riders and horses in their barn.
• You see your own records, your family's, and the horses you or your family own or ride.
• A show office sees only the riders and horses on an entry packet actually submitted to one of its shows.
• Equine Entry's administrator can see records to support you and keep the service running.
• Service providers who run the service for us: Microsoft Azure (hosting, storage, reading pictures of cards, and sending email) and, if switched on, Cloudflare (the "verify you're human" check at sign-up). They process information only to provide those services.
• We may share information if the law requires it, or to protect people or the service.

Riders can see, in their Rider tab, every time someone else opened their documents.

How we protect it

• Everything travels over encrypted connections, and stored files are encrypted by our hosting provider.
• Every document is checked against who is allowed to see it before it is shown.
• Sign-ins are rate-limited, accounts lock after repeated wrong passwords, passwords found in known data breaches are refused, and administrator and show-office sign-ins expire after 12 hours.
• Changes are logged, and backups are kept so records can be restored.

How long we keep it

• Coggins and Rhino certificates and verification proof pictures are deleted automatically two years after they're dated.
• Records of who opened documents are kept for two years; other activity records for 90 days to a year.
• Your account and documents stay until you delete them. Backups roll off after 14 days.

Your choices

• You can update your details at any time, and sign out on all other devices from your account.
• Riders can delete their account and documents from the Rider tab. Trainers and show offices can ask us to do it.
• You can ask what we hold about you, or ask us to correct it, at the address below.

Children

Junior riders' accounts are managed by a parent or guardian, who provides and controls the junior's information.

Changes and contact

We'll update this page if our practices change; the date above shows the latest version. Questions or requests: admin@equineentry.com.